How to start a preschool in Virginia

Starting a preschool or early-years setting in Virginia, commonly referred to as a Child Day Center, involves navigating specific regulations set forth by the Virginia Department of Education (VDOE). A Child Day Center in Virginia is defined as a program offering care to two or more children under 13 years old in a facility not serving as a residence for the provider or children, or to 13 or more children at any location. This guide will walk you through the essential steps, from understanding the licensing requirements to managing the financial aspects, ensuring you are well-prepared to establish a compliant and successful early childhood education program in the Commonwealth. The VDOE's Office of Child Care Health and Safety is the primary authority overseeing this process, providing guidance and conducting inspections to uphold health and safety standards.

Regulations

Health safety: Licensed Child Day Centers in Virginia are held to strict health and safety standards enforced by the VDOE. These include regular, unannounced inspections at least twice a year and investigations into complaints. Specific requirements cover background checks for all staff, ongoing education, and First Aid/CPR certification for all personnel. Religiously Exempt Child Care Centers must also comply with health and safety requirements such as First Aid/CPR certification for at least one individual, safe sleep practices, and a handwashing policy. The VDOE monitors compliance with these requirements.

Licensing overview: Licensing for Child Day Centers in Virginia is overseen by the Virginia Department of Education (VDOE). The process begins with optional Phase I Pre-Application Training, followed by a mandatory Phase 2 Pre-Licensure Orientation. Applicants must submit a functional design plan for their facility. The VDOE offers Applicant Support Office Hours to assist with the application process. A complete initial application, including required documents such as an annual operating budget, proof of Virginia Uniform Building Code compliance (e.g., certificate of use and occupancy), a fire inspection report, and an environmental sanitation inspection report, must be submitted through the online portal. Licensing inspectors conduct unannounced inspections at least twice a year and investigate complaints to ensure ongoing compliance with state standards.

Licensing authority: Virginia Department of Education (VDOE) – Office of Child Care Health and Safety

Staff qualifications: All staff at licensed Child Day Centers in Virginia are subject to background checks. The VDOE mandates ongoing education and strict health and safety standards, including First Aid/CPR certification for all staff. For Religiously Exempt Child Care Centres, at least one person at the location must have First Aid/CPR certification, and they must follow safe sleep practices and handwashing policies as outlined in the Code of Virginia.

Facility requirements: Child Day Centers must meet Virginia Uniform Building Code requirements, evidenced by a certificate of use and occupancy or a building evaluation form. A fire inspection completed within the last 12 months and a Report of Environmental Sanitation Inspection from the past 12 months are also mandatory. Functional design plans, including exact dimensions of rooms, their functions, and toileting facilities, must be submitted to the licensing office.

Curriculum requirements: While the specific curriculum framework is not explicitly mandated, licensed programs in Virginia are encouraged to participate in VQB5, Virginia's Quality Measurement and Improvement System. This system helps programs demonstrate a commitment to providing quality child care. Participating in VQB5, and adhering to its quality indicators, ensures that any curriculum, such as the International Primary Curriculum (IPC), aligns with broader state goals for early childhood education quality and continuous improvement.

Startup costs

Startup costs for a preschool or child day center in Virginia can vary significantly. A small home-based or rented-suite operation might incur lower initial expenses related to minor renovations, basic furnishing, and initial licensing fees. For a larger purpose-built facility accommodating 60-100 children, costs escalate due to land acquisition or substantial leasehold improvements, extensive fit-out, advanced safety systems, and a larger initial staff complement. Monthly operating costs are primarily driven by staff salaries, rent/mortgage, utilities, food programs, and ongoing educational materials.

Timeline

1. Complete Phase I Pre-Application Training (1-2 weeks): This optional online training provides crucial information about the initial application process for licensed Child Day Centers in Virginia. It covers important considerations before formally applying for licensure and helps prospective applicants understand the regulatory landscape and expectations of the Virginia Department of Education (VDOE).

2. Attend Phase 2 Pre-Licensure Orientation (1 day): This is a mandatory orientation conducted by the Office of Child Care Health and Safety. Licensing inspectors provide a detailed overview of the Standards for Licensed Child Day Centers and address any questions applicants may have regarding compliance with the Code of Virginia, regulations, and program requirements. This is a critical step for understanding health and safety standards and background check mandates.

3. Develop and Submit Functional Design Plan (2-4 weeks): Once a suitable location is identified for your Child Day Center, you must create and submit a functional design plan to your regional licensing office. This plan must precisely indicate the dimensions of all rooms, their intended functions, and the layout of toileting facilities, ensuring compliance with Virginia's facility requirements.

4. Prepare and Submit Initial Application (4-8 weeks): Gather all required documents, including an annual operating budget, proof of Virginia Uniform Building Code compliance (such as a certificate of use and occupancy), a fire inspection report from the last 12 months, and a Report of Environmental Sanitation Inspection from the past 12 months. Complete the initial application for licensure and upload all attachments through the VDOE's online portal. Note that application fees are currently waived until December 2026.

5. Undergo Inspections and Secure License (4-12 weeks): After submitting a complete application, the Virginia Department of Education will conduct a pre-licensing inspection of your facility to ensure compliance with all health and safety standards. Upon successful inspection and verification of all submitted documentation, your Child Day Center will be issued a license to operate. The VDOE conducts unannounced inspections at least twice a year thereafter.

6. Ongoing Compliance and Support (Ongoing): Once licensed, your Child Day Center is subject to bi-annual unannounced inspections and complaint investigations by the VDOE. You will have an assigned licensing inspector for ongoing assistance. Participation in VQB5, Virginia’s Quality Measurement and Improvement System, is encouraged for continuous quality enhancement and to benefit from increased subsidy payments for eligible children.

Next steps: explore the IPC curriculum, read about preschool enrollment, or browse all start-a-preschool guides.

Frequently asked questions

What is the difference between a licensed and an unlicensed child care center in Virginia?

In Virginia, a licensed child care center is inspected at least twice a year by the Virginia Department of Education (VDOE) and must adhere to state requirements for staff background checks, ongoing education, and strict health and safety standards, including First Aid/CPR. Unlicensed centers have no state oversight, are not inspected by the VDOE, and do not have to follow these essential requirements for staff background checks, training, or health and safety guidelines. Opting for licensure provides a competitive advantage and demonstrates a commitment to accountability and safety.

Are there any exemptions for child care centers from licensing in Virginia?

Yes, some centers operated by religious institutions in Virginia may be exempt from the full licensing requirements. These Religiously Exempt Child Care Centers (RECDC) must still complete background checks and follow specific health and safety requirements, including First Aid/CPR certification for at least one person, safe sleep practices, and a handwashing policy. The VDOE’s Office of Child Care Health and Safety conducts inspections to monitor RECDC compliance with these Code requirements and investigates complaints of alleged noncompliance.

What kind of inspections can I expect from the VDOE once my Child Day Center is licensed?

The Virginia Department of Education (VDOE) conducts unannounced inspections of licensed Child Day Centers at least twice a year. These inspections include an entrance conference, a tour of the facility, interactions and interviews with children, parents, and staff, observations of daily activities, and a thorough review of documentation such as child and staff records. The inspection concludes with an exit meeting to discuss findings. The VDOE also conducts inspections during program development and in response to complaints to ensure continuous compliance with Virginia regulations.

Are there any training or orientation requirements for new applicants in Virginia?

Yes, prospective applicants for a Child Day Center license in Virginia are highly encouraged to complete the online Phase I Pre-Application Training. More importantly, applicants are required to attend the Pre-Licensure Orientation – Phase 2, provided by the Virginia Department of Education (VDOE). This mandatory training offers an overview of the Code of Virginia, regulations, application completion, licensee responsibilities, inspections, and detailed information on health and safety standards and required background checks. These orientations are crucial for understanding the licensing process and expectations.

How can I get assistance with the licensing process in Virginia?

The Virginia Department of Education’s (VDOE) Office of Child Care Health and Safety is dedicated to supporting applicants. You can contact their office in your region or email childcarelicensing@doe.virginia.gov for any questions regarding the licensing process. They also offer Applicant Support Office Hours monthly, which are a valuable resource for guidance on the application itself, reviewing required documents, and understanding what to expect next. Additionally, the OCCHS team can connect you with one of the VDOE's Early Childhood Navigators for further assistance in preparing and completing your application.

Are there fees associated with the initial application for a Child Day Center license in Virginia?

Currently, the Virginia Department of Education (VDOE) is not collecting application fees for initial licensure through December 2026. This is a temporary measure, so prospective applicants should monitor VDOE communications for any updates regarding application fees beyond this period. While the application fees are waived, applicants are still responsible for any costs associated with fulfilling licensing requirements, such as fire inspections or environmental sanitation reports.